MINUTES OF THE AUK BOARD MEETING HELD AT THE “BRIAR ROSE” BIRMUNGHAM ON 12TH MARCH 2008
Meeting started at 10:47
Present: DKB, FC, SG, GG, KH, PM, RP, PP, SS, RT, JW, & DW.
Apology for absence: IH, NH & RT.
The minutes of the meeting held on 26th September 2007 were accepted as a true record, subject to a correction that PayPal will, in fact cope with non-members’ entries.
MATTERS ARISING. Electronic Entry: FC thought that IH had been sidelined from liaising with EntryCentral, but admitted to being unsure what progress had actually been made. He offered to contact them. The topic broadened into a general discussion of entry administration.
RT has received no reply to his enquiry about LEL insurance, but DKB pointed out that the item had been budgeted.
PP advised having negotiated a deal for the next AGM at two hotels in Dorking, Surrey. Cost for half-board is likely to be in the £50 - £55 area, but is subject to further negotiation. Given the choice of either of the last two weeks in November 2008, the board opted for the weekend of 21st – 23rd. Publicity for this event will be on the reverse of the August Arrivée carrier sheet.
OFFICERS’ REPORTS. JW reported on a couple of new events and queried whether on DIY Perms riders should specify the distance in advance. It was generally agreed that any pre-agreed distance must be completed in full, and JW is to issue a reminder to riders to notify the Org of the intended date and distance of the ride to ensure the spirit of Audax is obeyed.
DW – nil
PM displayed the ACP 2007 trophy and gave an account of his conversation with Jean Gualbert, his opposite number there. It seems that ACP are keen to downplay the riders’ speeds on PBP to avoid being categorised as a race with all consequent difficulties. Although a perennial complaint, the upper limit on numbers seems to have been reached, and they are considering changes to the qualification requirements, most of which are unpopular with the French. Nothing has yet been decided, and the board requested as much notice as possible.
GG gave RP a list of recently deceased members to place obits in a future Arrivée, detailing difficulties in ascertaining actual status. She also detailed some personnel changes in her area, mentioning that Julian Beach had left the membership team. She wanted her gratitude for his long service mentioned in Arrivée, and RP is to contact him to ascertain correct details.
DKB read a letter received from our Patron, DD, suggesting that recipients of awards at the presentation dinner be allowed to keep them, to admire at the table before participating in a group photo, after which the trophies should be returned to the Trophy Custodian. Enthusiastically approved by all present.
SG/KH reported validations are now as buoyant as two years ago. They briefly outlined their new procedures, which were quicker and had met with Organisers’ approval. Mention of one problem prompted SS to request names of “difficult” Orgs who would be noted.
SS had little to report: although everyone is getting used to the new system and its capabilities. She would prefer Orgs to make more use of the Event Planner, foreseeing problems in the August Arrivée (when next season’s rides will show) if not kept up to date.
FC reported NH was now on-line with his new broadband connection. His system has been greatly automated, leading to a great increase in speed and efficiency. The website certification process mentioned at the last meeting has turned out to be more complicated than originally envisaged, and technically quite challenging. Requests for help have been foundering, and given that he was now at the limit of his expertise, he gave notice that he would not be seeking re-election at the next AGM, although he would be happy to shadow his successor for as long as necessary for an orderly handover. An advertisement for a suitable volunteer will be placed in the next Arrivée, and some discussion ensued about active recruitment.
RAP advised having completed the tabulation of the Accident Report Forms and circulated a copy of these. For 2007, these were broadly in line with previous seasons, and like those periods, the largest reason for accidents was rider error, either in a bunch or on wet / gravely roads. Sadly, attacks by yobbish passengers in cars seem to be increasingly frequent, particularly at night. He also confirmed having apportioned and despatched badges for the National Series rides which are not being run this year in the absence of a volunteer to take over from Graham Mills. The names of recipients will be published in Arrivée with an appeal for such a person; if none is forthcoming, the scheme will lapse.
ACTION: JW, PM, RP.
TROPHY CUSTODIAN. PP advised she was able to source miniature replicas of trophies for approximately £5 - £7. The winners could keep these, with the Club retaining the originals.
CLUB CLOTHING. PP advised having negotiated a deal with Impsport whereby there would be a link from our website to theirs (FC to arrange) All our clothing would be visible there, and members would order on-line, pay Impsport and receive garments directly from them. AUK will receive a percentage (to be negotiated) rather than breaking even as is the current situation. Members who are not on line will be able to order by mail. Stock currently held at Denmead will be transferred back to Impsport for future orders. All discount clothing offered at the AGM has now been sold. KH complained of sizing problems on an order from his local DA but PP thought that replacing incorrect sizes would not be a problem. (Correct size is chest circumference plus 2”) She mentioned that clothing sales were 50% down on the previous year and admitted that the new system might trigger a price increase, as there had been none for the past couple of years.
ACTION: FC
HANDBOOK. GG reported there had been problems with the mailing of the Handbook and Membership Cards resulting in most members receiving them late, and some not at all. One of the problems was that Hedleys had problems handling the plasticised cards. It was suggested that paper cards within a letter would overcome that snag, but there were other problems with the distribution leading to the question of whether the hard copy Handbook was still needed. There was little agreement at the meeting on how popular this booklet actually was, and FC mentioned it was his intention to put the contents on the website. Some discussion ensued with no firm decision other than to canvas the members’ views in a future Arrivée.
LEL The meeting was concerned to hear that no reply had been received to RP’s request to ML for a progress report. This year’s CTC Birthday Rides, which she is also organising, appear to be doing well. Concern was also voiced there had been little contact with helpers or Controllers since a meeting in October 2007 leading to a certain amount of dissatisfaction on their part. RP to write to her to express Board’s disappointment.
ACTION: RP
AOB. KH mentioned that after a minor problem with an Accident Report Form, he and Sue would be sending the originals to RP for analysis, with copies to Safety Officer, Steve Cockram rather than the reverse. The new design of medals has been received and distributed in accordance with requests.
The review of regulations seems to have stalled as a result of inertia. In an attempt to re-start it, FC will redistribute with a request for directors to check the sections relevant to them and approve / amend. JW offered to take charge if RT was too busy at work. RP to contact RT to check.
The board was surprised to learn that a York Arrow route from Lowestoft to Baldock had been approved, prompting a discussion on these events generally. Although in the past, only the Easter Arrows to York, and not the Summer Arrows – also organised by Pete Gifford - had been validated by ACP, it was felt the latter ones were more in keeping with the original aims, and that the later time of year would be more likely to attract teams. PM is to put it to Jean Gualbert, citing the precedent of the Canadian Flèche Pacifique as precedent for the change.
ACTION: JW, RP, PM.
NEXT MEETING. The “Briar Rose”, 25 Bennett’s Hill, Birmingham. SS was very keen for RT to attend to provide an up to date picture of the Club’s financial position, so RP will contact him to check availability. The week of 9th – 13th June seems convenient for the remainder of the board.
The meeting closed at 15:15.